Document Management Policy

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1 Document Management Policy Introduction 1.1. The Snowdonia National Park Authority considers effective record management to be a key administrative function. It maintains records of its own internal functions and activities, as well as information about the National Park, its environment and its heritage. This policy has been prepared to ensure that paper, photographic and electronic data are kept in good condition, are properly archived and remain accessible and in good condition. Scope 1.2. This policy aims to ensure that records are managed effectively throughout the organisation in accordance with professional principles and specified legislations and guidelines (see appendix 1). It applies to all records of the Snowdonia National Park Authority. A record is any recorded information regardless of medium, which is created, collected, processed, used, stored and / or disposed of by the Snowdonia National Park Authority. Policy Statement 1.3. The aim of the policy is to define a framework for managing records to ensure that the Authority: o creates and captures authentic and reliable records to demonstrate evidence, accountability and information about its decisions and activities; o facilitates auditing and protects our legal and other rights; o maintains records securely and preserves access to them; o disposes appropriately the records that are no longer required: o protects vital records, which it needs in order to function effectively; o maintains records to meet the Authority s business needs; o addresses the needs of the Authority s stakeholders, including the public, employees and the Record Office; o conforms to any legal and statutory requirements relating to record keeping; and o complies with government directives. Identification of Roles and Responsibilities 1.4. The Authority is responsible for approving a framework for managing and overseeing its duties in relation to records management as set out in this policy.

2 1.5. Corporate and Legal Services will be responsible for overseeing the implementation of this policy Heads of Service are responsible for the management of their records, in accordance with this policy, and ensuring that all staff are aware of record keeping issues. Record Retention and Disposal 1.7. With increasing public access to our records, it is important that disposal of records happens as part of a managed process and is adequately documented. Following guidelines from the Record Management Society of Great Britain a comprehensive retention and disposal schedule has been drawn up for all the Authority s files Most information has been classified under the general headings listed below. Some documents classified under individual headings will also form part of an European Grant Funding Project. In such cases, the retention periods set for European Grant Funding will override individual document retention periods set. Type of Information Committee Meetings Agenda, Minutes, Reports, Register of Delegation to Special Committees Partnership, Agency, Liaison and Other External Meetings Agenda, Minutes, Reports, Consultation Documents Corporate Planning and Reporting Corporate Plans, Strategy Plans, Business Plans, Annual Reports Management Team Minutes Section Heads Minutes Departmental Minutes Statutory Returns Records Relating to Policy Implementation and Development Enquiries and Complaints Complaints Register (Summary of complaints) Full Complaint File including Ombudsman Decisions Quality and Performance Management The process of monitoring for Best Value Reviews, Internal Audits, Spending Reviews Retention Action If SNP owns the record: If SNP does not own the record: Destroy 7 years after last action Destroy 7 years from last action Destroy 7 years from last action Destroy 10 years from closure Destroy 7 years after last action

3 Final Reports Media Relations Press Cuttings, Media Reports Marketing: The process of developing and promotion of the Authority s campaigns and events Legal and Contracts Litigation (case files etc) Agreements: Concordat between Organisations Contracts and Tendering: Opening Notice, Tender Envelope, Unsuccessful Tender Documents, Post Tender Negotiation Minutes Tender Specification, Evaluation of Tender, Successful Tender Documents, Management and Amendment of Contract Service Level Agreements, Compliance and Performance Reports Tenancy Agreements Prosecution / Enforcement (process) Title Deeds, Leases, Easements, Section 106 Agreements, Enforcement Notices, Tree Preservation Orders etc. Personnel Administration Employment Register ( and Temporary Staff), Register of Personnel Files, Personal History Cards, Superannuation History Card, Salary Master Records 7 years 7 years Destroy 7 years after last action Major Litigation review after 15 years Destroy 7 years after agreement expires Destroy 1 year after start of contract Ordinary Contracts: Destroy 7 years after the terms of the contract have expired Contracts Under Seal: Destroy 15 years after the terms of the contract have expired Destroy 7 years after terms of contract expired Ordinary Tenancy: Destroy 7 years after the terms of the contract have expired Tenancy Under Seal: Destroy 15 years after the terms of the contract have expired Destroy 7 years from last action

4 All other Personnel Records Occupational Health Records Recruitment: Advertisements, Applications, Referee Reports, Interview Reports, Unsuccessful Applicants Appointment of Statutory Officers Recruitment of Statutory Officers: Advertisements, Applications, Referee Reports, Interview Reports, Unsuccessful Applicants Accounts and Audit Annual Corporate Financial Reporting Identification of the receipt, expenditure and write offs of public monies. Taxation Records, Employee Pay Records Annual Budgets Rent Payments Property and Land Management Management of the Acquisition and Disposal Process Maintenance Schedules and Management of Properties Insurance Insurance Policies, Claims Records, Renewal Records and Correspondence Health and Safety Accident Books, Risk Assessments Planning Structure Plan, Local Plans etc. Consultation for Structure Plan: Consultation Documents, Inquiries and Objections, Public Inquiry Documents Destroy 7 years after termination If related to Objective 1 funding: 15 years Destroy 75 years after DOB Destroy 1 year after recruitment has been finalised Destroy 2 years after date of appointment Destroy 15 years after the end of the financial year. Destroy 7 years after the end of the financial year. Retain for life of property plus 15 years. Buildings and Estates of Special Interest Retain for life of property plus 15 years. Buildings and Estates of Special Interest Destroy 7 years after all obligations/entitlements are concluded Destroy 3 years after closure 15 years

5 Records of: Sites and Monuments, Ecological, Species, Historical Listed Buildings, Definitive Map Planning Applications Register Land Use Surveys, Mineral Register, Successful Waste Planning Applications, Successful Mineral Planning Applications The process of approving building applications in relation to listed or significant buildings The process of approving building applications, for all other buildings The process of enforcing building or land regulations Conservation Initiatives and Projects Grants Grant Applications to and from Authority Grant Scheme Information Register of Successful Grants from Authority European Funding 5B Scheme, Objective 1 Projects etc. All documentation relating to above projects. Destroy 15 years after work completed Destroy 3 years after compliance with enforcement notice Destroy 15 years after end of initiative or project Destroy 15 years after end of grant Destroy once schemes have ended Retain until Destroy dates cannot be set after this date until official written confirmation given by funders. New Files 1.9. When a request is received by the filling section to open a new file, a form will need to be completed detailing review date for file closure. This form will be kept at the front of each file. Every time the file is used, the date is logged on the form When a file is closed a retention / destruction date will be placed on the file and it will be transferred to the storage area in Penamser When a file is scheduled for destruction, it will firstly be reviewed by the appropriate section head or management team member, who will need to confirm this action.

6 1.12. A full disposal record will be kept by the filling section Records selected for permanent preservation are identified and archived as soon as administrative use is concluded. Files Currently in the System The files currently in the system will be closed and labelled following the Authority s retention and disposal schedule. When a file is scheduled for destruction, it will firstly be reviewed by the appropriate section head or management team member, who will need to confirm this action. Access To comply with legislation, the Authority needs to ensure that decisions regarding access to the records are documented so that they are consistent, and can be explained and referred to if call upon. To this end, Heads of Service must ensure that all staff are made aware of the arrangements for allowing access to certain types of information, as outlined in the Policy on Implementing the Publication Scheme. Review of the Policy This policy will be reviewed in Appendix 1: Standards and Legislation Public records Act 1958 and 1967 Local Government (Records) Act 1962 Local Government Act 1972 Local Government (Access to Information) Act 1985 Environmental Information Regulations 1992 Freedom of Information Act 2000

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